Executive Assistant

Crane Worldwide Logistics is a leader in supply chain solutions with over 130 locations across 30 countries providing individual services that address our clients logistics challenges.

Job Summary:

The Executive Assistant to the India Managing Director will provide high-level executive administrative and operational support to the MD while ensuring smooth functioning of office administration activities. The role requires strong coordination skills confidentiality business communication abilities and multitasking capabilities in a fast-paced freight forwarding environment.

The incumbent will act as a key point of coordination between internal teams global stakeholders vendors customers and leadership while also managing administration and office operations responsibilities.

Key Responsibilities:

Executive Assistant Responsibilities

• Manage and maintain the Managing Directors calendar appointments meetings and travel schedules.
• Coordinate domestic and international travel arrangements including flights hotel bookings visas transport and itineraries.
• High degree of confidentiality integrity and compliance adherence is a pre-requisite for this role.
• Organize leadership meetings business reviews customer visits and conference calls across global time zones.
• Prepare presentations reports MOMs (Minutes of Meeting) dashboards and business correspondence.
• Screen calls emails and meeting requests while prioritizing urgent matters.
• Maintain confidential records documents contracts and management files.
• Follow up with internal departments for pending action items and ensure timely closure.
• Coordinate with global teams regional offices customers and vendors on behalf of the MD.
• Support leadership in preparation of MIS reports performance reviews and management presentations.
• Handle sensitive and confidential information with professionalism and discretion.
• Assist in event management leadership visits townhalls and employee engagement activities.
• Draft professional emails business letters and communication for management review.
• Track important deadlines renewals and compliance-related submissions.

Administration Responsibilities

• Oversee day-to-day office administration and ensure smooth office operations.
• Manage office facilities housekeeping pantry stationery courier security and maintenance activities.
• Coordinate with vendors and service providers for AMC office supplies repairs and facility management.
• Monitor office asset management and maintain inventory records.
• Support onboarding arrangements for new employees including workstation readiness and access coordination.
• Ensure office compliance with health safety and company policies.
• Coordinate employee travel bookings and accommodation arrangements as required.
• Manage admin budgets vendor invoices and payment coordination with finance teams.
• Liaise with building management and external agencies for office-related matters.
• Support employee engagement events celebrations and internal administrative arrangements.
• Ensure proper maintenance of meeting rooms conference facilities and office infrastructure.

Key Skills & Competencies:

• Excellent verbal and written communication skills.
• Strong coordination and stakeholder management abilities.
• High level of professionalism and confidentiality.
• Strong organizational and multitasking skills.
• Ability to work under pressure and manage priorities effectively.
• Proficiency in MS Office (Excel PowerPoint Word Outlook Teams).
• Good understanding of business etiquette and corporate communication.
• Experience in handling global meeting schedules and multiple time zones.
• Vendor management and office administration expertise.
• Problem-solving mindset with attention to detail.

Qualification & Experience Required:

• 815 years of experience as Executive Assistant / Senior Executive Assistant / Administration Executive.
• Prior experience supporting senior leadership preferred.
• Experience in Freight Forwarding Logistics Shipping Supply Chain or MNC environment will be highly preferred.
• Bachelors degree or related field.
• Additional certification in Administration or Executive Assistance will be an added advantage.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not to be construed as an exhaustive list of all responsibilities duties and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time as needed.

Required Experience:

IC